Library Jobs
Current Openings - Job Detail
JOB BANK ENTRY
ADMINISTRATIVE ASSISTANT TO THE DIRECTOR
ADMINISTRATION OFFICE CENTRAL LIBRARY
TYPING TEST REQUIRED (50 WPM)
Opens: 02/04/2019 Closes: 02/19/2019


JOB SUMMARY
Performs complex secretarial and office work and administrative support duties for the Library Director and other senior administration staff. Work requires the exercise of considerable initiative and independent judgment; preparation of minutes: answering and disposing of requests for information from the staff and the public; and general public relations activities. May exercise supervision or coordination over subordinate staff. Maintains records of library activities, policies, procedures, and information files for the library administration. Work is reviewed for the achievement of desired results and adherence to established policies and procedures. Position involves a very high degree of confidentiality and discretion.

EXAMPLES OF DUTIES
• Reports to the Library Director.
• Performs a variety of administrative tasks that support the Library Director, senior administration staff, and the general administration of the library.
• Responsible for standard office procedures, including scheduling appointments, processing mail, answering phones and ordering supplies.
• Handles records, documents—including financial statements—and other materials of a highly confidential nature. • Composes and prepares correspondence for signature. • Transcribes letters, reports, statements, and memoranda from recordings and dictation
• Prepares agendas, attends meetings, gathers information, takes minutes, prepares and disseminates minutes.
• May act as a liaison to Library Board Members, library support groups, and in regard to requests for information and assistance from the library director.
• Answers the phone, receives information, and provides information to staff and the public concerning matters related to the Library
• Establishes and maintains a variety of files and records including reports, legal documents, minutes of the Library Board, etc.
• May be responsible for some financial record keeping, including monitoring budgets, preparing financial transactions and preparing budgetary requests.
• Maintains calendars for department personnel; arranges meetings, conferences, and teleconferences.
• Organizes itineraries and travel arrangements.
• Maintains mailing lists of library supporters (i.e. Friends, Foundation, attendees of special programs, etc.)
• Maintains gift files by issuing acknowledgments and preparing correspondence to donors.
• May compile and analyze information to prepare reports.
• May receive and resolve or refer patron comments and complaints.
• May give assistance and support to senior administration staff
• May take part in the training and/or orientation of new employees.
• Performs other related duties as instructed by the Library Director.

DESIRABLE KNOWLEDGE, ABILITIES, AND SKILLS
• Knowledge and practice of good customer service skills and ability to establish cordial and effective relationships with associates and patrons;
• Knowledge of and experience with computers and various computer software applications, peripherals, online databases, online searching, and the Internet;
• Knowledge of modern office systems and equipment including extensive knowledge of Microsoft Office, including WORD, EXCEL, PowerPoint and ACCESS;
• Knowledge of secretarial and administrative practices and procedures;
• Knowledge of or ability to learn general Birmingham Public Library policies, operations and organization;
• Ability to work with a high degree of confidentiality and discretion;
• Ability to make moderately complex decisions in accordance with established policies and procedures;
• Ability to accept new assignments and changes in policies and procedures in general outline and proceed with minimal supervision;
• Ability to perform routine office management tasks without referral to a supervisor;
• Ability to maintain cordial and effective relationships with other employees, the Library Board and the public;
• Ability to work under pressure and meet deadlines;
• Ability to communicate effectively orally and in writing demonstrating competence in business English, spelling, math and vocabulary;
• Ability to compose correspondence on routine matters;
• Well organized and able to manage multiple priorities;
• Well organized and able to maintain administrative, fiscal, and general records, and to prepare reports and answer questions from records; and
• Good grooming and professional attire required.

WORK ENVIRONMENT/PHYSICAL REQUIREMENTS
Physical requirements include the ability to stand for long periods of time; eyesight sufficient to read and understand information from microforms and PC monitors, and the manual dexterity necessary for the regular use of PCs; ability to stoop, twist, turn and move materials in the library; ability to life moderate weight up to 20 pounds is required.

MINIMUM QUALIFICATIONS
Graduation from an accredited four year college or university required. Selected applicant for this position will be required to obtain State of Alabama Notary Public designation. All positions may include morning, afternoon, evening and weekend hours, including Sundays. Employees may be required to adapt to future schedule and location changes depending on library needs. You must pass a pre-employment health screen before you may be employed by the Birmingham Public Library. Background check is required.

BENEFITS
Full-time position working 80 hours biweekly. Tentative Schedule is Monday through Friday, 8:00 a.m. until 5:00 p.m. Grade 16 with a beginning salary range of $31,553.60 to 36,524.80annually. All positions may include morning, afternoon, evening and weekend hours, including Sundays. Employees may be required to adapt to future schedule and location changes depending on library needs. Benefits include major medical health coverage, dental and life insurance, pension plan, paid vacation and sick leave, along with 12 paid holidays per year.

METHOD OF APPOINTMENT
Applicants must contact the Alabama Career Center (https://joblink.alabama.gov/ada/) for an application. A resume and college transcript must be submitted with application. The application will be forwarded to the Birmingham Public Library Personnel Officer. Library employees need not go through the Alabama Career Center but can submit applications directly to the Library Personnel Office. Qualified applicants may be contacted for an interview. You must pass a pre-employment health screen before you may be employed by the Birmingham Public Library. Background check is required. Position available immediately.

This job description should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification.
Page Last Modified: 2/15/2019 2:44 PM